HSIP_Industrial_Parkway_Ruus_Road_Intersection_Improvements_and_Bicycle_Set_Aside_Project.pdf

REQUEST FOR PROPOSAL

26-058

HSIP INDUSTRIAL PARKWAY / RUUS ROAD INTERSECTION

IMPROVEMENTS AND BICYCLE SET ASIDE PROJECT

City of Hayward

777 B Street

Hayward, CA 94541

RELEASE DATE: July 14, 2026

DEADLINE FOR QUESTIONS: July 29, 2026

RESPONSE DEADLINE: August 11, 2026, 4:30 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/hayward-ca https://secure.procurenow.com/portal/%7bproject.government.code%7d

City of Hayward

REQUEST FOR PROPOSAL

HSIP Industrial Parkway / Ruus Road Intersection Improvements and

Bicycle Set Aside Project

I. Introduction II. Project Details

III. Scope of Work IV. Evaluation Criteria V. Vendor Submissions

Attachments:

A - Transportation Professional Services Agreement - EXAMPLE

B - Concept Plans

C - Nondiscriminatory Affirmative Action Cert Statement

D - General Provisions

E - Non-Collusion Affidavit

Request For Proposal #26-058 Title: HSIP Industrial Parkway / Ruus Road Intersection Improvements and Bicycle Set Aside Project

1. Introduction

1.1. Summary

NOTICE IS HEREBY given that the City of Hayward invites proposals for 26-058 HSIP Industrial Parkway /

Ruus Road Intersection Improvements and Bicycle Set Aside Project. Each proposal shall be in accordance with the general provisions for purchase of work and services on file in the office of the

Transportation, 777 B Street, Hayward, CA 94541-5114. All proposals must be submitted to the City's eProcurement Portal by 4:30 pm on Tuesday, August 11, 2026 and clearly identified with RFP title, number, company name and due date. It is the sole responsibility of the proposing firm to ensure that proposals are received prior to the closing time, as late bids will not be accepted and deemed nonresponsive.

1.2. Background

The City of Hayward, California (the City) is located in Alameda County and is known as the “Heart of the

Bay” because of its central and convenient location to San Francisco, Oakland, and San Jose. It is served by an extensive network of freeways and bus lines and has two BART stations and an Amtrak station. Currently, it is estimated that there are 160,000 residents of the City of Hayward with the City growing by approximately three percent since 2000.

This is a combination of two HSIP Cycle 12 projects: H12-04-016 and H12-04-018

The intersection of Ruus Road and Industrial Parkway is one of the highest-ranked intersections on the

City's High-Injury Network. A warrant analysis found that protected left turns could be beneficial for the north and south legs of the intersection. Project H12-04-016 will install a protected left turn phase for these approaches. Project H12-04-018 is a set-aside project for bicycle improvements. It previously included a protected bikeway along Ruus Road. That element is not included in this design effort but it has been scoped to provide a protected intersection, as Industrial Parkway is expected to become the spine of a network of high-quality bikeways in the southern and western parts of the city. The protected intersection also provides islands on which the signal equipment can be installed.

The set aside project also includes closure in bike lane gaps on Amador St and Soto Rd. Those locations will include only signage and striping (removal and installation).

1.3. Contact Information

Any administrative questions regarding bidding procedures should be directed to:

Project Contact:

Lucas Woodward

Senior Transportation Engineer

777 B Street

2nd Floor

Hayward, CA 94541 https://procurement.opengov.com/portal/hayward-ca

Email: lucas.woodward@hayward-ca.gov

Phone: (510) 583-4783

Procurement Contact:

Rita Perez

Purchasing Manager

777 B Street

Hayward, CA 94541-5114

Email: rita.perez@hayward-ca.gov

Phone: (510) 583-4801

Department:

Transportation

Department Head:

Alex Ameri

Director of Public Works

1.4. Timeline

Release Project Date July 14, 2026

Pre-Bid Meeting (Non-Mandatory) July 22, 2026, 10:00am

Microsoft Teams meeting

Join:

https://teams.microsoft.com/meet/281828802547

883?p=Vq3bCP0qDQvozmhUJZ

Meeting ID: 281 828 802 547 883

Passcode: cD798zW7

Question Submission Deadline July 29, 2026, 4:30pm

Question Response Deadline July 31, 2026, 4:30pm

Submission Deadline August 11, 2026, 4:30pm mailto:lucas.woodward@hayward-ca.gov tel:(510)583-4783 mailto:rita.perez@hayward-ca.gov tel:(510)583-4801 https://teams.microsoft.com/meet/281828802547883?p=Vq3bCP0qDQvozmhUJZ https://teams.microsoft.com/meet/281828802547883?p=Vq3bCP0qDQvozmhUJZ

2. Project Details

2.1. Important Instructions for Electronic Submittal

The City of Hayward is accepting electronic bid submissions. Bidders shall create a FREE account with

OpenGov Procurement by signing up at https://procurement.opengov.com/signup. Once you have completed account registration, browse back to this page, click on "Submit Response", and follow the instructions to submit the electronic bid.

2.2. Communication Regarding this RFP

All communication from prospective proposers regarding this RFP must be submitted in the Question &

Answer portal within the City's project posting. Please submit each question SEPARATELY. Questions not submitted separately will be rejected. Communication by telephone or in person will not be accepted. Attempts by or on behalf of a prospective or existing vendor to contact or to influence any member of the selection committee, any member of the City Council, or any employee of the City of

Hayward with regard to the acceptance of a proposal may lead to elimination of that vendor from further consideration.

2.3. Optional Pre-Proposal Conference & Site Walkthrough

An optional pre-proposal conference and walkthrough of the relevant portions of the City of Hayward

Transportation Microsoft Teams meeting Join:

https://teams.microsoft.com/meet/281828802547883?p=Vq3bCP0qDQvozmhUJZ Meeting ID: 281 828

802 547 883 Passcode: cD798zW7, will be held on 10:00 am Wednesday, July 22, 2026. The purpose of the conference and walkthrough is to discuss City objectives, to allow proposers to examine the facility, to answer proposer questions and/or to clarify City's requirements. Written addenda may be issued via the Addenda & Notices section of this RFP to all attendees if deemed appropriate and necessary by City.

2.4. Last Day for Questions

All questions must be submitted to the Question & Answer portal within the City's project posting by

4:30 pm Wednesday, July 29, 2026. This will allow sufficient time for any addenda to be issued by the

City to all bidders. Please submit each question SEPARATELY.

2.5. Award of Contract

The City reserves the right to reject any and all proposals, to contract work with whomever and in whatever manner the City decides, to abandon the work entirely and to waive any informality or non-substantive irregularity as the interest of the City may require and to be the sole judge of selection process. The City also reserves the right to negotiate separately in any manner to serve the best interest of the City. The City retains the right at its sole discretion to select a successful vendor.

2.6. City's Rights Reserved

• The City reserves the right to select the proposal which in its sole judgment best meets the needs of the City. The lowest proposed cost will not be the sole criterion for recommending the https://procurement.opengov.com/signup https://procurement.opengov.com/portal/hayward-ca/projects/278110 contract award. The recommended selection of the evaluation committee is final and subject only to review and final approval by the Steering Committee and the City Council.

• The City reserves the right to reject any or all proposals and to waive technicalities and informalities when such waiver is determined by the City to be in the City’s best interest.

• The City reserves the right to retain all accepted proposals, including proprietary documentation, regardless of which proposal is selected. No proposals will be returned to vendors.

• The City reserves the right to request any supplementary information it deems necessary to evaluate proposer’s experience or qualifications. This may include supplemental financial information, additional interview(s), and/or additional presentation by the proposer.

• The City reserves the right to reconsider any proposal submitted at any stage of the procurement. It also reserves the right to meet with select proposers at any time to gather additional information. Furthermore, the City reserves the right to delete or add functionality

(i.e., modules and components) until the final contract signing.

• The City reserves the right to cancel, in part or in its entirety, this RFP, including, but not limited to: selection schedule, submittal date, and submittal requirements. If the City cancels or revises this RFP, all proposers will be notified in writing by the City.

• The City reserves the right to revise the RFP prior to the date that proposals are due. The City will communicate changes through addendum to this RFP. All registered proposers will be notified of revisions to the RFP. The City reserves the right to extend the date by which the proposals are due.

• The City reserves the right to split the award from this RFP between multiple proposals when such split award is determined to be in the best interests of the City.

• The City reserves the right, in its sole discretion, to reject any and all proposals and to waive informalities and minor irregularities in any proposals received. Failure to furnish all information requested or to follow the format requested herein may disqualify the proposer, in the sole discretion of the City. False, incomplete, misleading or unresponsive statements in a proposal may also be sufficient cause for a proposal’s rejection.

• This RFP does not commit the City to award a contract. All proposals submitted in response to this RFP become the property of the City and public records, and as such, may be subject to public review.

• The City shall not be liable for any pre-contractual expenses incurred by prospective vendors or selected contractors, including but not limited to costs incurred in the preparation or submission of proposals. The City shall be held harmless and free from any and all liability, claims, or expenses whatsoever incurred by, or on behalf of, any person or organization responding to this

RFP.

• If the successful proposer defaults, the City may award this RFP to the next best proposal and may recover the loss occasioned by the successful proposer against a surety bond, if any, or by suit against the successful proposer.

• The City reserves the right to cancel, in part or in its entirety, this RFP including, but not limited to: selection procedures, submittal date, and submittal requirements. If the City cancels or revises the RFP, all interested firms will be notified.

• All proposals submitted in response to this RFP become the property of the City and public records and, as such, are subject to public review.

2.7. Protest

Should any proposer question or protest the award of the contract, such question or protest must be furnished in writing to the Purchasing Manager within three (3) calendar days after the City notifies all proposers of its Intent to Award. Such submittal must fully explain the basis of the objection supported by all relevant information facts and details. Letter must be signed by an authorized representative stating specific reason(s) for the protest including all relevant facts (law, rule, regulation, and criteria).

Questions or protests not furnished in writing as prescribed will not be accepted.

2.8. Prevailing Wage

All vendors bidding/quoting on Public Works-Prevailing Wage projects exceeding $15,000 for maintenance and $25,000 for new construction, alteration, installation, demolition or repairs, must be registered with the DIR in order to submit a bid/quote.

3. Scope of Work

3.1. Scope of Work

The project includes preparation of complete Plans Specifications, & Estimates (PS&E) for intersection improvements, including traffic signal modifications necessary to implement protected left-turn operations. The Consultant shall prepare all civil, signing and striping, traffic signal, utility coordination, and related construction documents necessary for bidding and construction of the proposed improvements. Tasks also include project management, existing site survey, and bid and construction support services. The Consultant shall also comply with all applicable federal, state, local laws, ordinances, regulations, codes, and other regulatory procedures for the completion of the study. The

Consultant is expected to expand the listed tasks as necessary by incorporating their expertise and by proposing methods or approaches that help the City achieve the objectives of this project.

The Consultant will prepare the HSIP - Industrial Pkwy/Ruus Rd design plans based on the concept plans provided as an Attachment to this posting, and striping-only plans for Soto Rd and Amador St. All improvements are assumed to be feasible. If any elements of the project are found to be infeasible during early stages of design, the Consultant should assist in identifying and designing alternative solutions. If the project budget includes a design contingency, it should only be used upon direction from the City project manager.

Project proposals should assume two weeks for City review of deliverables at design milestones.

Task 1: Project Management

This task encompasses overall management of the project, including but not limited to project meetings, reporting, reviewing, scheduling, and budgeting to complete the project within the estimated timeframe. At the onset of the project, the Consultant and City will hold an evaluation meeting to define project goals and review the scope, schedule, construction budget, and any other information that may pertain to the project. Consultant should propose a regularly scheduled progress meeting to be held with the City project manager.

Task 2: Survey and Data Collection

The consultant scope should include a plan for data collection that encompasses any data that are needed to develop full Plans Specifications, and Estimate (PS&E). This may include topography, roadway geometry, existing signage and striping, utilities, and other elements. The City will provide any needed traffic operations data.

The Consultant shall evaluate existing traffic signal infrastructure for compatibility with the proposed protected left-turn operation, including signal poles, mast arms, controller cabinet, service equipment, detection systems, pedestrian facilities, and overhead utility conflicts. The Consultant shall identify any utility coordination requirements and incorporate those requirements into the design process.

Project drawings should include title sheet, notes, details, cross sections, existing survey and control plans, demolition plan, layout plan (site, grading, and utility information profiles as needed, signing and striping plans, and other sheets appropriate to the project scope.

Task 3: 30% Design

The Consultant shall develop and submit 30% PS&E for City review and comment. The design shall reflect existing conditions and incorporate the proposed intersection improvements generally consistent with the attached concept plan.

The 30% design submittal shall establish the overall design approach, identify major design constraints, and include a preliminary evaluation of traffic signal modifications necessary to implement the proposed protected left-turn operation. The Consultant shall identify any conflicts with existing traffic signal infrastructure, utilities, or other site constraints that may affect the proposed improvements.

Traffic signal design shall be prepared in accordance with applicable City standards, Caltrans Standard

Plans and Specifications, and the California Manual on Uniform Traffic Control Devices (CA MUTCD). The

Consultant shall develop a preliminary signal phasing concept and identify proposed modifications to signal heads, detection systems, controller equipment, conduit, conductors, pull boxes, pedestrian facilities, and other traffic signal infrastructure required to support the proposed operation.

The Consultant shall perform preliminary engineering analyses necessary to support the proposed traffic signal modifications, including signal phasing and timing evaluation, detection requirements, service verification, and assessment of existing traffic signal poles and mast arms for compatibility with the proposed improvements. The Consultant shall identify potential overhead and underground utility conflicts and recommend any required utility coordination activities.

The following documents are anticipated for the 30% design submittal:

• Preliminary project plans

• Preliminary traffic signal plans and phasing concept

• Preliminary construction cost estimate

• Discussion of utility coordination requirements, permits, and other project constraints

• Summary of design assumptions and outstanding issues requiring resolution

Task 4: 60% Design

Based on City review of the 30% design and additional study of the design goals and constraints, the

Consultant will provide 60% PS&E to the City for review and comment. The following documents are anticipated for the project:

• Project plans

• Project specifications

• Project cost estimate

Task 5: 90% Design

Based on City review of the 60% design and additional study of the design goals and constraints, the

Consultant will develop 90% PS&E and submit to the City for review and comment.

The 90% plans should also review and refine the conceptual signing and striping improvements on

Amador Street and Soto Road. The Consultant will develop final signing and striping plans for these corridors; however, no civil improvements are anticipated. The following documents are anticipated for the project:

• Response to comments on 60% design

• Project plans, including striping plans for all streets

• Project specifications, including any supplemental specifications for the project scope elements

• Project cost estimate

Task 6: 100% Design

Based on City review of the 90% design and the development of additional design details, the Consultant will provide 100% PS&E to the City for review and comment. The following documents are anticipated for the project:

• Response to comments on 90% design

• Final project plans

• Final project specifications, including any supplemental specifications for the project scope elements

• Final cost estimate

Upon City approval of the construction documents, a Professional Civil Engineer on the Consultant team in responsible charge of the design effort should stamp the final construction documents.

3.2. Overview of Scope

A. Consultant Selection:

1. The purpose of this RFP is to solicit proposals to provide all of the above services.

B. Schedule:

1. The following provides milestones in the consultant selection process for City of Hayward

HSIP Industrial Parkway / Ruus Road Intersection Improvements and Bicycle Set Aside

Project:

a. Electronically submit completed proposals to City of Hayward Transportation at 4:30 pm on Tuesday, August 11, 2026 to https://procurement.opengov.com/portal/hayward-ca/projects/278110.

b. Scope and fee negotiation: TBD

c. Contract approval by City Council on TBD

C. Proposal Requirements:

1. The proposal shall be organized in the following sections. Brevity is encouraged:

a. Cover letter. The cover letter should identify the primary contact person for your team.

b. Team. Identify key members and their qualifications, the primary location where work will be done, and your proposed team organization.

c. Experience. Provide descriptions of relevant projects conducted by personnel proposed to work on this project. For each project, identify the client and the client contact for reference, start date, project duration, number of meters, geographic description of service and fee.

d. Approach. Identify key project issues in each phase of the project and how they will be addressed.

e. Proposed Scope of Services. The proposed scope of services should describe tasks and identify deliverables for the feasibility study as outlined above where applicable.

f. Workplan. The workplan should show tasks that you consider important for this project and your estimate of the professional labor hours each month. The workplan shall be presented in tabular form, and is not subject to the 8½ x 11-inch page size limit (but is subject to the 30-page limit).

g. Proposed Schedule of Charges. Provide a schedule of charges for labor and expenses that you propose to charge the City on this project. Also, identify labor rates for the particular professional staff you propose will work on this project. The proposed schedule of charges is subject to negotiation prior to contract execution.

h. Proposed Budget. Provide the proposed budget based on the workplan and proposed schedule of charges. The proposed schedule of charges is subject to negotiation prior to contract execution. Pricing must be submitted on a “not to exceed” basis. Do not use

“TBD” or similar annotations for cost estimates.

i. Resumes. Provide resumes for key personnel in Appendices.

j. Disclosure. List any vendors that your company has a relationship with in Appendices.

D. The page limitation applies to sections “b” through “g” of the Proposal Requirements. The proposal cover, divider sheets, resumes and disclosure are not subject to the page limitation.

Resumes of key personnel shall be provided in an appendix bound with the proposal.

E. If any portion of the City’s standard Professional Services Agreement is unacceptable to your firm, please identify the particular clause(s) in a separate letter to the City submitted with your proposal.

3.3. Interview Format

The City does not expect to hold interviews for this project. If needed, firms will be informed of the interview format after Tuesday, August 11, 2026

4. Evaluation Criteria

The City will review all proposals received as part of a structured evaluation process. For each decision point in the process, the City will evaluate proposers according to specific criteria and will then elevate a certain number of proposers to compete in the next level.

The sole purpose of the proposal evaluation process is to determine which solution best meets the City’s needs. The evaluation process is not meant to imply that one proposer is superior to any other, but rather that the selected proposer can provide and has proposed the best solution and implementation approach for the City’s current and future Library needs.

A review committee will evaluate all responses to the RFP that meet the submittal requirements and deadline. Submittals that do not meet the requirement or deadline will not be considered. The review committee will rank the proposals and arrange interviews with the finalist prior to selection.

The table below describes the criteria that will be used to review proposals and interview performance.

The proposals will be reviewed by City staff. The composition of the interview panel has not been determined; it could consist of the proposal reviewers, individuals that were not formally involved in proposal review and/or officials of partner agencies. The City reserves the right to select a consultant based on written proposals alone (i.e., without an interview). The City also reserves the right to not select a consultant.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Project Management

• Project Manager’s experience on similar successful projects

• Strength of Project Manager’s references

Points Based 15 (15% of Total)

2. Project Understanding

• Scope and workplan consistent with project issues

• Identification of key project success factors

Points Based 25 (25% of Total)

3. Approach

• Project approach is expected to result in attainment of project goals

• Approach considered cost-effective

Points Based 20 (20% of Total)

4. Qualifications of Firm/Team

• Firm’s experience on similar successful projects

• Key discipline required for project success filled by qualified team members

• Team members worked together successfully on similar projects

• Labor costs of key team members commensurate with qualifications

Points Based 25 (25% of Total)

5. Appropriateness of Cost

• Fee is reasonable given the scope of the project

Points Based 15 (15% of Total)

5. Vendor Submissions

5.1. Proposal Requirements*

Did you read through and confirm that you met all of the proposal requirements including the sections:

A. General Conditions

B. Special Provisions and Specifications

☐ Yes

☐ No

*Response required

5.2. Do you have issue with any particular clause(s) of the City’s standard Professional Services Agreement?

If any portion of the City’s standard Professional Services Agreement is unacceptable to your firm, please identify the particular clause(s) in a separate letter to the City submitted with your proposal.

5.3. Proposal Documents*

Please Upload your COMPLETE Proposal here, which includes the following:

A. Bid Summary

B. Statement of Experience and Qualifications

C. Non-Collusion Declaration

*Response required

5.4. Local vendor, or minority/women-owned business

Please state whether you are a local, minority, and/or women-owned business.